Recruitment and Selection

Hiring the people you want

Course: Recruitment and Selection
Course Code: BAHR2203
Specialization: HRM
Department of Business Studies
 Course learning outcomes
1. Recognize the importance of Job Analysis and its
components (i.e. Job Description, Job Specification) in
recruitment and selection.
 Chapter-2
Contents:
- 1.Human Resource Planning
- 2.Recruitment Planning
- 3.Organizational Structure
- 4. Identifying Vacancy
- 5. Job Analysis
- 6. Job Description
- 7. Job Specification
- 8. Job Evaluation
1.Human Resource Planning
(HRP)
• According to Dale S. Beach, “Human Resource Planning is
a process of determining and assuring that the
organization will have an adequate number of qualified
persons available at the proper times, performing jobs
which meet the needs of the enterprise and which
provide satisfaction for the individuals involved.”

• https://odl.ptu.ac.in/SLM/mba/3RD/HRM/Book%20MBA%20964.pdf
Source: https://www.aihr.com/blog/human-resource-planning-process/
Factors Affecting Human Resource Planning:
1.Size of recruiting
An organization with one hundred thousand employees will find
recruiting less problematic than an organization with just one hundred
employees.
2.Cost of recruiting
They are calculated per new hire and the figure is considerably high
nowadays. Recruiters must, therefore, operate within the budgets.
Therefore careful HR Planning and forethought by recruiters can
minimize recruitment costs. Evaluating the quality, quantity and costs of
recruitment helps ensure that it is efficient and cost-effective.
3.Growth and expansion
Finally an organization registering growth and expansion will have
more recruiting on hand than the one which finds its fortune declining.
https://odl.ptu.ac.in/SLM/mba/3RD/HRM/Book%20MBA%20964.pdf
Factors Affecting Human Resource Planning:
4.Technological Changes:
The high degree planning is required to match the global
technological changes in the production techniques,
managerial methods and marketing strategies.
5.Lead Time:
It is gestation period for the employees to learn and
implement new production and managerial techniques in the
organization. Manpower planning may decrease the lead time
by proper coordination of the training and development
programmes.
https://odl.ptu.ac.in/SLM/mba/3RD/HRM/Book%20MBA%20964.pdf
2.Recruitment Planning
• Recruitment planning is the first step of the recruitment
process, where the vacant positions are analyzed and
described. It includes job specifications and its nature,
experience, qualifications and skills required for the job, etc.
• A structured recruitment plan is mandatory to attract potential
candidates from a pool of candidates. The potential candidates
should be qualified, experienced with a capability to take the
responsibilities required to achieve the objectives of the
organization
https://www.himpub.com/documents/Chapter599.pdf •
3.Organizational Structure
• An organizational structure is the number of employees working at
different levels depending on their responsibilities, power, and
position. It helps various departments in a company exchange data,
coordinate, and work together to achieve business goals.
• A company devises an organizational structure to ensure that
suitable employees with the right set of skills occupy each position
in the company.
• The organizational structure reveals the accountability and
authority of each role. This removes any uncertainty with regard to
task performance and reporting and enhances employee
productivity.
• https://www.himpub.com/documents/Chapter599.pdf

• Source: https://creately.com/diagram/example/jdvjcwab1/line-organizational-structure
Organizational Structure
Source:https://www.sweetprocess.com/wp-content/uploads/2022/04/organizational-
Source:https://creately.com/diagram/example/jdvjcwab1/line-organizational-structure structure-3.png
Activity-1
• The Octavo Shipping company divides its operational areas
into the western, northern, eastern, and southern divisions
to monitor and control the business properly. Each division
has separate accounts and finance, human resources,
marketing, and operations departments. Each division makes
its own operational decisions.
• Prepare an organizational structure for this organization .
4. Identifying Vacancy
The first and foremost process of recruitment plan is
identifying the vacancy. This process begins with receiving the
requisition for recruitments from different department of the
organization to the HR Department, which contains
• Number of posts to be filled
• Number of positions
• Duties and responsibilities to be performed
• Qualification and experience required 
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 4. Identifying Vacancy
When a vacancy is identified, it is the responsibility of the •
sourcing manager to ascertain whether the position is required or
.not, permanent or temporary, full-time or part-time, etc

These parameters should be evaluated before commencing •

recruitment. Proper identifying, planning and evaluating leads to
hiring of the right resource for the team and the organization

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5.Job Analysis
• Job analysis is a process of identifying, analyzing, and
determining the duties, responsibilities, skills, abilities, and
work environment of a specific job. These factors help in
identifying what a job demands and what an employee must
possess in performing a job productively.
• Job analysis helps in understanding what tasks are important and
how to perform them. Its purpose is to establish and document
the job relatedness of employment procedures such as
selection, training, compensation, and performance appraisal.
• The immediate products of job analysis are job descriptions and
job specifications.
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5.Job Analysis
The following steps are important in analyzing a job:
• Recording and collecting job information
• Accuracy in checking the job information
• Generating job description based on the information
• Determining the skills, knowledge and skills, which are
required for the job

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oks
Reference source: https://igcseaid.com/notes/business-studies-0450/2-3-recruitment-selection-and-training-of-workers/
6.Job Description
• Job description is an important document, which is
descriptive in nature and contains the final statement of the
job analysis. This description is very important for a
successful recruitment process.
• Job description provides information about the scope of job
roles, responsibilities and the positioning of the job in the
organization. And this data gives the employer and the
organization a clear idea of what an employee must do to
meet the requirement of his job responsibilities.
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Importance of job descriptions
Job descriptions improve an organization’s ability to manage people and roles in the
following eight ways:

1. Clarifies employer expectations for employee

2. Classification and ranking of jobs

3. Placing and orientation of employees

4. Promotions and transfers

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/

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Importance of job descriptions

5.Describing the career path

6.Increases efficiency and effectiveness of recruitment

7.Provides a structure and discipline for company to ensure necessary

activities and duties are covered by one job

8.Enables pay and grading systems to be structured fairly and logically

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Characteristics of a Good Job Description
A good job description must be:
• It should contain major job/tasks to do the job
• It must contain the major responsibilities
• It should contain the reporting system
• It must be Brief and concise
• Covers a list of 8-15 short sentences of the main responsibilities
If you need to re-write job descriptions (or your own job
description) then structure it in terms of main responsibilities -
not the detail.
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CONTENTS OF JOB DESCRIPTION:

The main content of a job description it usually consist of following details or data.
Job Description: A statement containing items such as
1. Job title / Job identification / organization position /• Location
2. Job summary
3. Duties
4. Machines, tools and equipment
5. Materials and forms used
6. Supervision given or received
7. Working conditions
8. Hazards
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7.Job Specification
• Job specification focuses on the specifications of the candidate,
whom the HR team is going to hire. The first step in job
specification is preparing the list of all jobs in the organization
and its locations. The second step is to generate the information
of each job.
• It tells that what kind of person to recruit and also under what
qualities that person should be tested. Job Specification
translates the job description into terms of the human
qualifications, which are required for performance of a job. They
are intended to serve as a guide in hiring and job evaluation.
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7.Job Specification
• Job specification is a written statement of qualifications,
traits, physical and mental characteristics that an individual
must possess to perform the job duties and discharge
responsibilities effectively.
• In this, job specification usually developed with the co-
operation of personnel department and various department
heads in the whole organization.

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Job Specification Information: -

This provides the information about each job in an

organization is as follows:
1. Physical specifications
2. Mental specifications
3. Physical features
4. Emotional specifications
5. Behavioral specifications
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Job Specification Information: -
1.Physical specifications: - Physical specifications include the physical qualifications or
physical capacities that vary from job to job. Physical qualifications or capacities Include
physical features like height, weight, chest, vision, hearing, ability to lift weight, ability to
carry weight, health, age, capacity to use or operate machines, tools, equipment etc.

2.Mental specifications: - Mental specifications include ability to perform, arithmetical

calculations, to interpret data, information blue prints, to read electrical circuits, ability to
plan, reading abilities, scientific abilities, judgment, ability to concentrate, ability to handle
variable factors, general intelligence, memory etc.

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Job Specification Information: -
3.Emotional and social specifications: - Emotional and social specifications
are more important for the post of managers, supervisors, foremen etc.
These include emotional stability, flexibility, social adaptability in human
relationships, personal appearance including dress, posture etc.

4.Behavioral Specifications: - Behavioral specifications play an important

role in selecting the candidates for higher-level jobs in the organizational
hierarchy. This specification seeks to describe the acts of managers rather
than the traits that cause the acts. These specifications include judgments,
research, creativity, teaching ability, maturity trial of conciliation, self-
reliance, dominance etc.

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Job Specification Information: -

5.Employee specification is useful to find out the suitability of

particular class of candidates to a particular job.

6.Employee specification is useful to find out prospective

employees (target group) whereas job specification is useful
to select the right candidate for a job.

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Uses of job description and job specification:

The job description and job specification are used in the following areas:
1) Recruitment and selection, where it is provided a basis for a specification of what the
company is looking for.

2) Training, where by means of skills and task analysis it produces training specifications which
set out training needs and are used to prepare training programmes.

3) Job evaluation, where by means of whole job or factor comparison, job descriptions can be
compared and decisions made on the relative position of a job in the hierarchy.

4) Performance appraisal, where the job description resulting from job analysis is used to decide
on the objectives and standards the job holder should reach against which his or her performance
will be measured.

5) Organization planning, as part of the process of activity.

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8.Job Evaluation
• Job evaluation is a comparative process of analyzing,
assessing, and determining the relative value/worth of a job
in relation to the other jobs in an organization.
• The main objective of job evaluation is to analyze and
determine which job commands how much pay.
• There are several methods such as job grading, job
classifications, job ranking, etc., which are involved in job
evaluation. Job evaluation forms the basis for salary and
wage negotiations.
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8.Job Evaluation
• According to Wendell French “Job evaluation is a process of
determining the relative worth of various jobs within the
organisation, so that different wages may be paid to jobs of
different worth”.
• According to Dale Yoder “Job evaluation is a practice which
seeks to provide a degree of objectivity in measuring the
organisation value of jobs within organisation and among
similar organisations”
Job classification
https://www.sketchbubble.com/en/presentation-job-classification.html

Example-1 Example-2
Job Evaluation
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Objectives of job evaluation
1. Establish a standard procedure for determining the relative
worth of each job in an organization;

2. Determine the rate of pay for each job which is fair and
equitable with relation to other jobs in the plant, community
or industry;

3. Eliminate wage inequalities;

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Objectives of job evaluation

4. Use as a basis for fixing incentives and different bonus

plans;

5. Promote a fair and accurate consideration of all employees

for advancement and transfer;

6. Provide a benchmark for making career planning for the

employees in the organization

https://backup.pondiuni.edu.in/storage/dde/downloads/hrmiv_cm.pdf
Advantages of job evaluation
According to the International Labour Organization, job  •
evaluation offers the following advantages
It is job evaluation helps in rating all the jobs in the.1 •
organization and determining the wages and salary and also
.removing ambiguity in them
Job evaluation rates the job, not the workers..2 •
.Organizations have large number of jobs with specializations
By eliminating wage differentials within the organization,.3 •
job evaluation helps in minimizing conflict between labour
unions and management and, in turn, helps in promoting
.harmonious relations between them
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Advantages of job evaluation
The information generated by job evaluation may also be used.4  •
for improvement of selection, transfer and promotion procedures
.on the basis of comparative job requirements

In the modern times of mechanization, performance depends.5 •

much on the machines than on the worker himself/herself. In such
cases, job evaluation provides the realistic basis for determination
.of wages

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Limitations/Drawbacks of job evaluation

When job evaluation is applied for the first time in an .1 •

organization, it creates doubts in the minds of workers
whose jobs are evaluated and trade unions that it may do
.away with collective bargaining for fixing wage rates
Job evaluation methods being lacking in scientific basis .2 •
are often looked upon as suspicious about the efficacy of
methods of job evaluation
Job evaluation is a time-consuming process requiring .3 •
specialized technical personnel to undertake it and, thus, is
.likely to be costly also
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Limitations/Drawbacks of job evaluation

Job evaluation is not found suitable for establishing the .4 •

relative worth of the managerial jobs which are skill-
oriented. But, these skills cannot be measured in
.quantitative terms
Given the changes in job contents and work conditions, .5 •
frequent evaluation of jobs is essential. This is not always so
.easy and simple

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Activity:4
Case Study-1

• Let’s assume there is a company called ABC Systems, which sells

FMCG products. The company is lately suffering due to its high
attrition rates. In this case study, we will see how ABC Systems can
improve its recruiting process and focus on maintaining the efforts
required for filling a job vacancy. We will also learn how the HR
team of ABC Systems can reduce the time and effort involved in
sourcing good resources for the vacant positions.

• Suggest here different steps that ABC Systems can utilize to resolve
its problems.
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References
• https://asiajobsinc.com/ebook/1202894721.pdf
• www.infobooks.org/pdfview/4179-recruitment-and-selection-tutori
alspoint
/
• https://www.infobooks.org/free-pdf-books/business/human-resour
ces/#
recruitment-and-selection-books
• https://www.himpub.com/documents/Chapter599.pdf
• https://odl.ptu.ac.in/SLM/mba/3RD/HRM/Book%20MBA%20964.pdf
• https://backup.pondiuni.edu.in/storage/dde/downloads/
hrmiv_cm.pdf
• https
://ebookcentral.proquest.com/lib/momp/reader.action?docID=588
114&query=Recruitment+and+Selection
 CONTACT INFORMATION:

Name of the Staff :Mr. Syed Akram Pasha

Email:syed.pasha@ibrict.edu.om

VERSION HISTORY

Version No Date Approved Changes incorporated

01 Sem. (I) 2022/2023

45